Upload and review invoices

Email forwarding is the default invoice flow, but sometimes you have a PDF in hand — backfilling old invoices, a hand-delivered statement, a fax that landed on your desk. Direct upload runs the exact same parser and matcher; it just skips the email channel.

When to use upload vs. forwarding

Situation	Use
Recurring weekly invoices from main suppliers	Email forwarding
Hand-delivered or faxed invoice	Upload
Backfilling a month of history	Upload (one at a time)
Supplier doesn't email PDFs	Upload
Testing the parser before enabling auto-forward	Upload

For ongoing operations, set up email forwarding for the suppliers you order from regularly. Use upload for everything else.

Upload flow

Go to Receive products.
Tap Snap invoice (top right on desktop, or the action row on mobile).
Choose Upload file from the sheet, then pick a PDF (or image — JPG, PNG also work for legible scans). Take photo and Choose from gallery are the other options.
Wait for parsing. Takes a few seconds for clean PDFs, longer for multi-page or scanned ones.
Review the parsed line items in the invoice review screen.
Resolve any line marked Needs review.
Tap Commit receive to create the receipt.

What the review screen shows

The invoice review screen lists every line item with a status badge:

Badge	Meaning	What to do
Matched	Tied to a product — by supplier item code, a mapping you just made, or a product you added	Nothing — it'll be on the receipt
Needs review	No product matched yet	Map it to a product (the mapping is saved), Accept the suggestion, Add as new, or Skip it
Confirm unit	Matched, but the receiving unit only converts by a guess	Open the line and set the unit before committing
Skipped	You chose to exclude this line	Left off the receipt

You can skip lines that aren't products you stock (e.g., a "Fuel surcharge" fee on the invoice).

Invoice review screen listing five parsed line items: two green Matched rows (Rice, Olive Oil) and a red Needs review row (Beef Patties) with a suggested product and Accept, Add as new, and Skip buttons, above a "2 of 5 matched" progress bar

Invoices for orders you submitted

If you submitted the order through the order list, Rinvy pairs the arriving invoice with it — same supplier, plausible dates, overlapping products. The pair shows as one row in the Receive inbox and one row on the dashboard, instead of a "pending delivery" and an "invoice to review" for the same truck.

Inside review, the matched order appears at the top with a cases ordered → cases invoiced comparison, so shorts and unordered extras are called out by name before you commit. Committing the invoice also marks the order received — no need to log the delivery twice.

Use Change on that card if the match is wrong, or to pick an order yourself when Rinvy couldn't tell (an invoice with no recognized supplier never auto-matches). Choosing Not for an order unlinks it and leaves the order waiting. Each order matches at most one invoice, so an order already paired with another invoice under review won't be offered.

Editing parsed data

The parser does its best, but sometimes you'll want to override:

Quantity — if the parser read 8 but the line clearly says 8.5, edit inline.
Unit — if the parser picked lb but you actually receive in case, change the dropdown.
Cost — if the parser missed a line discount, correct the number.

Every edit is captured and reflected in the saved receipt.

What happens after you commit

A receipt is created with the matched line items.
Inventory entries are added for each item (using the chosen quantity, unit, and cost).
Weighted-average cost recomputes for each affected product.
Supplier item code mappings are saved for next time.
The ingestion record is marked Completed in the queue.

Failed parses

If a PDF is too low-quality or contains no extractable line items, the ingestion is marked Failed. You'll see why (bad scan, no recognizable structure, etc.) and can either re-upload a better copy or fall back to manual receiving.

Common mistakes

Committing without reviewing lines that need review

Lines that need review are dropped from the receipt by default. If you commit without confirming them, the receipt is incomplete — quantities don't reflect what you actually received.

Editing the parsed quantity when the parse was right

The parser correctly reads multi-pack sizes (6 x 12 oz) as one quantity. If you "fix" that to one of the inner numbers, the receipt becomes wrong. Verify against the actual PDF before overriding.

Uploading the same PDF twice

Rinvy attempts duplicate detection, but it isn't perfect across slightly different PDF copies of the same invoice. Check ingestion history before re-uploading.